Job Listing: Evening Programs & Special Events Operations Assistant

Job Postings ,

Colonial Williamsburg Foundation - Williamsburg, VA

Salary: Commenserate with experience

Open until filled

 

The Evening Programs & Special Events Operations Assistant supports the mission of Colonial Williamsburg by providing a variety of administrative functions for Evening Programs and Special Events, supporting the Manager of Evening Programs and producing and maintaining work schedules for staff as well as programming and venue schedules.

WORK TO BE PERFORMED:
 
  • Supports the Manager of Evening Programs in creating, maintaining, and communicating staff schedules for Evening Programs and Special Events.
  • Builds and maintains seasonal templates and roll calls.
  • Uses appropriate technology systems (i.e. Kronos, EMS, Outlook, Excel, BOS) to record and maintain work schedules and communicates hours scheduled to timekeeping, to individual employees, and to the management team.
  • Maintains appropriate records and produces reports as requested.
  • Assists Director of Entertainment and Manager of Evening Programs to coordinate staff and programming for Special Events and Evening Programs.
  • Assist with management of Evening Programs ticket inventory and coordinates the booking of Evening Programs for School Groups, Hotel Conference Services, Hotel Concierge, Visitor Center, and other special requests.
  • Actively manages inquiries by answering questions, solving problems, and seeking out answers from staff and other parts of the Foundation.
  • Establishes and maintains strong working relationships with the division’s interpreters, managers, supervisors, and directors, and effectively coordinates programs and communication. Communicates in a helpful, proactive manner with all involved. Uses good judgment in discerning between information that is confidential and information that is needed by others to do their job.
  • Assists with daily operations of Museum Theater department, performing other duties as needed.
  • Demonstrates and promotes positivity, flexibility, and resiliency in a changing work environment.
  • Performs other duties as assigned.
 
All Employees at Colonial Williamsburg work collaboratively to achieve the mission of Colonial Williamsburg as articulated by the One Foundation Expectations:
 
Guest Focus
 
Understands how his/her work supports and impacts the guest experience. Strives to discover and exceed the expectations of the guest. Helps each guest feel welcome and satisfied in every aspect of his/her experience with Colonial Williamsburg. In every encounter, treats the guest in a gracious, friendly and respectful manner. Takes responsibility for solving problems and finding balanced solutions.
 
Communication
 
Recognizes and takes personal responsibility to gather and share information as appropriate to position. Keeps people informed. Makes sure information flows smoothly and effectively between self and others. Listens to, acknowledges, seeks to understand and respects the perspectives of others, maintains two-way communication. Presents information clearly and concisely. Represents self and others accurately and fairly without bias or prejudice. Provides and seeks timely, open, and honest feedback. Considers the impact of his/her words and actions.
 
Collaboration
 
Understands that Colonial Williamsburg is one foundation and not a collection of separate entities and acts that way. Ensures mutual success by building productive working relationships. Works cooperatively with others in his/her department, division, and across the Foundation to meet priorities. Helps all to succeed. Works for win-win solutions.
 
Stewardship/Accountability
 
Recognizes and accepts personal responsibility to preserve Colonial Williamsburg for future generations. Presents a positive image of Colonial Williamsburg. Is answerable for his/her actions and behaviors. Adheres to Foundation policies and procedures. Makes the best use of limited resources. Uses facilities, materials, equipment, buildings, and objects efficiently, effectively, and with reasonable and appropriate care.
 

Job Requirements:

  • Ability to work as a member of a team and independently
  • Excellent word processing skills and ability to adapt to ever changing technological developments
  • Ability to type 50-55 words per minute accurately
  • Proficiency in designing and producing computer spreadsheets
  • Very strong organizational skills and flawless attention to detail
  • Ability to manage multiple tasks, work efficiently, and adapt to changing priorities
  • Ability to evaluate situations and exercise sound judgement
  • Ability to communicate well orally and in writing
  • Ability to establish and maintain hospitable and effective work relationships with diverse people across the organization
  • Excellent customer service skills
  • Demonstrated dependability and punctuality
  • Demonstrated confidentiality and discretion
 
PHYSICAL REQUIREMENTS:
 
  • Ability to perform various functions such as standing or sitting for long periods of time, walking across uneven surfaces, climbing stairs, seeing in varying light conditions
  • Ability to occasionally work outside in varying weather conditions
  • Ability to carry up to 25 pounds (transporting supplies/materials occasionally)
  • Ability to come in daily contact with some allergens, such as pollen, dust, and mold
  • Ability to work primarily in an office environment with frequent noise/distractions
 
Knowledge and skills necessary for the job generally achieved through the equivalent of a 2-year degree and 1 – 2 years of administrative work experience.
 
Preferred:
  • Familiarity with Historic Area operations
  • Familiarity with Evening Programs and/or Special Event

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